30–40%
Roles that can be filled from CV database
2 years
GDPR maximum retention period
60%
Sourcing time saving
Prioritise quality
Quality over quantity
Definition
A CV database is a centralised repository that stores and organises all CVs received by an organisation: spontaneous applications, non-selected candidates from previous recruitment, sourced profiles, high-performing interns. Can be internal (integrated in ATS) or external (LinkedIn Recruiter, job boards).
Internal vs External CV Database
Two Types of CV Databases
| Critère | Internal CV Database (ATS) | External CV Database (Job Boards) |
|---|---|---|
| Profiles | Candidates who have already shown interest | Active candidates in market |
| Cost | Included in ATS | Monthly subscription (LinkedIn, Indeed, etc.) |
| Richness | Notes, interviews, past evaluations | CV only |
| Quality | Pre-qualified profiles | High volume, lower quality |
| Data Protection | Managed by your ATS | Managed by platform |
Building and Exploiting Your Internal CV Database
- 1
Centralise All Received CVs
Spontaneous applications, quality non-selected candidates, sourced profiles, high-performing interns/contractors.
- 2
Structure with Tags and Filters
Technical skills, experience level, role, location, mobility, availability.
- 3
Enrich Candidate Profiles
Interview notes, soft skills assessment, reason for non-selection (skills, timing, budget).
- 4
Keep Database Current
Annual re-engagement with candidates in waiting. Respect 2-year GDPR retention. Archive old profiles.
- 5
Actively Exploit
Before posting an advert, search the database. Directly contact matching profiles.
SME Advice: Quality Over Quantity
Even with 20–30 well-organised and annotated CVs, you gain significant time savings. Unnecessary to have thousands of unqualified profiles. One CV with interview notes is worth 10 raw CVs.
Data Protection Obligation
Maximum storage of CVs without renewed consent is 2 years. Beyond this, delete the profile or request consent renewal. Your ATS should manage these deadlines automatically.
How long can I keep a CV in my database?
Under data protection law, maximum 2 years from last contact without renewed consent. After 2 years, either delete or request consent renewal. Your ATS should manage these deadlines automatically.
How to effectively feed my internal CV database?
Never discard a good profile without adding to database, even if no current role. Add sourced LinkedIn profiles even without formal application. Include high-performing interns. At each hire, add quality non-selected candidates to future pool.
What is the difference between a CV database and an ATS?
ATS (Applicant Tracking System) is the complete recruitment software. CV database is one of its features: the profile repository. An ATS without integrated database loses all value from previous recruitment.
Is external CV database subscription worthwhile?
Depends on recruitment volume and profile difficulty. For hard-to-fill or specialised roles, LinkedIn Recruiter or sector-specific databases justify investment. For common profiles, internal database plus standard job boards usually sufficient.
Turn Every Application into Future Opportunity
Aurelia integrates intelligent CV database with multi-criteria search, customisable tags, complete history and automated GDPR compliance.